Department of Financial Services
Division of Accounting and Auditing
FLORIDA ACCOUNTABILITY CONTRACT TRACKING SYSTEM
FACTS Impact Statement Form
1.
Agency Name
Florida Department of Health
2.
Contact’s Name
Ed McEachron
3.
Contact’s E-mail
ed.mceachron@doh.state.fl.us
4.
Contact’s Title
Director of Administration
5.
Contact’s Phone Number
(850) 245 - 4149
6.
Reporting Requirement
Department of Health, FACTS Grant Awards Impact Statement
Impact to Agency
Change in Business Process – Additional Workload
Change in Business Process – Higher Skill Set required
Business System Remediation
Other
Impact Statement (Additional space on back of form)
7.
8.
For DFS Use Only:
DOH-01
Comments for DFS:
1. Adequate time needs to be allowed for change management within the agencies and the
initial input of grant agreements within FACTS. Agencies will need a complete and
detailed file layout; this was a challenge with the loading of the contract files into FACTS.
Response: DFS will address these issues in the conversion workshops and schedule for
conversion. The Department will provide training to Agency staff on the new
requirements and conversion for grant information into FACTS. We recognize that
Agencies may need to modify their internal procedures to accommodate these changes
and will support the Agencies as best we can.
2. Upload and download of data within the Grant Agreement module needs to be tested by
agencies well in advance of a targeted transition date. Agencies will need a specific time
frame that will allow for error handling.
Response: We will work with agencies that need to test conversion and uploading of grant
data. The conversion schedule will also take into account Agencies implementation needs.
3. It appears that certain fields are not tied to the Grant Main record: Vendor Record,
CFDA/CSFA, Letter of Credit Record, Cost Sharing Requirements Record, and Amendment
Record.
Response: The Vendor, CFDA/CSFA, Letter of Credit Cost Sharing Requirements, and
Amendment Records tie to the Grant Main record. Additional details will be included as part
of the technical specifications and are not typically identified in functional requirements.
Once the system development is completed, these details will be available.
4. It appears that Grants security will follow the same pattern as demonstrated within the
Contract portion. In the currently existing contract portion, any user with the authority to
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Department of Financial Services
Division of Accounting and Auditing
FLORIDA ACCOUNTABILITY CONTRACT TRACKING SYSTEM
FACTS Impact Statement Form
go into the system has the ability to add or update any contract related to the agency.
There is no lower level security to restrict the users within an agency to particular
contracts, contract types, or any other contract area. This presents a risk in the realm of
contracts but can pose an even larger risk in the realm of grants. This needs to be
addressed in greater detail to allow agencies to be able to restrict the grants a user can
affect. Additional roles may be needed within FACTS.
Response: The Department will establish additional security for FACTS. With the roll-out of
Grant Awards, agencies will be able to designate user access to add or update Contracts/Grant
Disbursements, Grant Awards or both.
5. All fields are listed as optional. If a record is being added, the Agency Identifier (Agency
OLO) and the Grant Award Identifier (Grant Number) need to be listed as required fields
to allow the linkage to a specific grant.
Response: Not all fields are optional. The documents provided include functional
requirements. In many cases, the word “Optional” is used to indicate that the user does not
have to enter the information because it defaults to an excepted value. Additional details will
be included as part of the technical specifications and are not typically identified in
functional requirements.
6. As a Letter of Credit can have 0 to 15 Sub Account numbers attached to it, we
recommend having a Grant Award Letter of Credit Subaccount Record instead of just a
single field.
Response: The functional requirement document indicates that the Agency will be allowed
to input up to 15 Sub Account numbers. Additional details will be included as part of the
technical specifications.
7. Currently one field, Grant Fiscal Contact is available for use; grants may require multiple
fiscal contacts or may have primary contacts with backups or delegates to the primary
contact. How will this be addressed?
Response: FACTS is not intended to be a grant management system. We have provided two
Agency contact fields: Agency Grant Fiscal Contact and Agency Grant Manager. We
recognize that Agencies may need to modify their internal procedures to accommodate
these changes.
8. Definition for Grant Award Agreements needs to include local governments.
Response: We will update the definition to include local governments.
9. The edit in FLAIR for requirement of a grant number for the recording of revenue in
categories 0007XX and 001510 should not be removed.
Response: The edit for requirement of a grant number on revenue in categories 0007XX
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Department of Financial Services
Division of Accounting and Auditing
FLORIDA ACCOUNTABILITY CONTRACT TRACKING SYSTEM
FACTS Impact Statement Form
and 001510 will be removed. The Department will provide training to Agency staff on the new
requirements for grants. We recognize that Agencies may need to modify their internal procedures
to accommodate these changes and will support the Agencies as best we can.
Comments of DOH Internal Impact:
10. We need to discuss as a division (Budget, F&A, General Services, and Revenue) how we
will implement the input and maintenance of data. The question is will a CHD be allowed
ability to add and manage their own agreement in FACTS. Currently, Central Office does
not maintain any of the grant agreements local managed by the CHDs. In reviewing the
2011-2012 SEFA, it appears there would be about 180 agreements (Federal). There would
be at least 67 for the contribution from the county, and some additional for School board
and other local government funding. There would also be non- governmental agreements
that are not federal. A conservative estimate would be around 300 agreements that would
need to be added to the Grant Agreement module in FACTS. Note this does not include
the Central Office managed agreements (roughly another 220 or more).
Response: We recognize that Agencies may need to modify their internal procedures to
accommodate these changes.
11. Each grant agreement would need to be unique for each County Health department
(CHD) and this would mean DOH grant numbers will need to be unique as well.
Currently, agreements like Ryan White part A (from local government) would be given
one DOH grant number for all CHDs to use.
Response: We recognize that Agencies may need to modify their internal procedures to
accommodate these changes.
Agency, Director of Administration
Signature
Name
Date
DFS-A0-2099
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